System Guides

8.6.2.2 Personnel Selection and Background Screening

This section outlines the organization's responsibilities and procedures for selecting and conducting background screening and vetting of all individuals working on its behalf within the Security Operations Management System (SOMS). Here's a detailed breakdown:

1. Establishment of Procedures:

The organization must establish, document, implement, and maintain clear procedures for conducting background screening and vetting for all tiers of personnel, including subcontractors, outsourced partners, and subsidiaries. These procedures are essential to ensure that individuals are fit and proper for the tasks they will perform.

2. Comprehensive Screening:

The background screening process should cover various aspects, including: a) Legal and Contractual Compliance: Ensuring that screening aligns with both legal and contractual requirements. b) Identity Verification: Confirming the individual's identity and minimum age. c) Personal History: Reviewing the personal history of the individual. d) Education and Employment: Checking educational and employment history. e) Security Service Records: Evaluating military, police, and security service records. f) Criminal Records: Reviewing any possible criminal records. g) Human Rights Violations: Examining reports of human rights violations. h) Substance Abuse: Evaluating the individual's suitability concerning substance abuse. i) Physical and Mental Fitness: Assessing physical and mental fitness for the assigned activities. j) Weapons Authorization: Evaluating suitability for carrying weapons as part of their duties.

3. Minimum Age Requirement:

The organization should comply with minimum age requirements set by local laws, laws in the organization's legal domicile, or those required by the client. It is crucial to note that no person younger than eighteen years old should be employed in duties that involve the use of firearms or other weapons.

4. Attestation and Ongoing Disclosure:

Personnel undergoing screening should provide an attestation confirming that their present or past conduct aligns with the organization's Code of Ethics, Statement of Conformance, and the clauses of the International Standard. Additionally, personnel should be obligated to inform the organization of any changes in circumstances that may necessitate a review of their screening status.

5. Confidentiality and Data Security:

Background screening involves sensitive information, and therefore, the organization should develop procedures to ensure the strict confidentiality of this information, both internally and externally. Records should be maintained in accordance with relevant statutes of limitations.

6. Competency-Based Selection:

Personnel selection should be based on defined competencies, which include knowledge, skills, abilities, and attributes. Screening and selection processes must align with legal and contractual requirements and reference normative standards specified in the International Standard.

By adhering to these procedures, the organization can ensure that individuals working on its behalf are suitable, qualified, and aligned with the requirements of the SOMS, including security and ethical considerations.

8.6.2.3 Selection, Background Screening, and Vetting of Subcontractors

This section emphasizes the organization's responsibility for selecting, conducting background screening, and vetting subcontractors. Proper procedures are crucial to ensure that subcontractors are aligned with the organization's standards and the Security Operations Management System (SOMS). Here's a detailed breakdown:

1. Defined Procedures:

The organization must establish clear and well-documented procedures for the selection, background screening, and vetting of subcontractors. These procedures are essential to assess the suitability of subcontractors for the tasks they will perform on behalf of the organization.

2. Responsibility and Liability:

The organization retains full responsibility for the subcontractor's work and is liable for their conduct, as applicable and within the constraints of applicable law. This underscores the organization's commitment to ensuring that subcontractors meet the required standards.

3. Contractual Agreements:

The organization must establish appropriate written contractual agreements with subcontractors. These agreements should outline the terms, conditions, and expectations regarding the subcontractor's responsibilities, including their alignment with the SOMS.

4. Client Notification and Approval:

The organization should inform the client in writing about its arrangement with subcontractors. In situations where it is deemed necessary, client approval should be obtained. This ensures transparency and client awareness of subcontractor involvement.

5. Subcontractor Register:

Maintaining a register of all subcontractors used is essential for proper management and tracking. This register should include information about the subcontractor's identity, scope of work, and other relevant details.

6. Communication of Responsibilities:

The organization must effectively communicate the responsibilities outlined in this International Standard to the subcontractor. This ensures that subcontractors understand and adhere to the standards and expectations set by the organization.

7. Record of Conformance:

The organization should maintain a record of evidence that demonstrates subcontractor conformance with this International Standard. This record should reflect whether the subcontractor has followed the specified standards or deviated from them.

By following these procedures, the organization can effectively manage and control its relationship with subcontractors, ensuring that they align with the SOMS and meet the necessary standards and expectations. This approach promotes consistency and accountability across all tiers of personnel involved in security operations.